File encryption
If you need to share person identifying data or confidential information outside of SharePoint or shared network drives, you must encrypt the file before sending it.
If you are storing person identifying data or confidential information on a device which isn’t encrypted, the file must be encrypted.
There are three recommended options for encrypting files:
- Microsoft Office
- Adobe Acrobat Pro
- 7-Zip
Other applications may be able to generate and encrypt files, but these have not been robustly tested and cannot be recommended. For example PDF-Xchange must not be used to encrypt documents as they can be opened without a password on devices with Apple operating systems.
Remember that sensitive data to be sent by email must be put in an encrypted attachment and the password conveyed to the recipient by a different route i.e. not by email.
1. Microsoft Office
If you are using Microsoft Office, use the following instructions from Microsoft to encrypt files:
2. Adobe Acrobat Professional (available for staff to purchase)
If you regularly use PDF documents Adobe Acrobat Pro has an option to encrypt files, as well as combine multiple pdf documents in one file. More information about purchasing and downloading Adobe Acrobat is available in the Electronic Software Delivery System (ESD).
3. 7-Zip
All other file types must be encrypted using 7-Zip. If the file is being shared with someone, the recipient will also need 7-Zip to decrypt the document.
Once the file has been decrypted it is no longer secure and will need to be encrypted again before saving.
Once a file is encrypted the data is irretrievable without the correct password, so it’s important to keep an unencrypted copy on secure University network storage.
